The short version: your records are yours. We don't sell your data, we don't show ads,
and you can export everything for free or delete your account at any time.
This policy explains what the Solid Miles app and website (solidmiles.com) collect, why, and your choices. "Solid Miles", "we" and "us" mean the people who make the app. Questions: [email protected].
What we collect
| Information | Why |
|---|---|
| Your email address | To sign you in with a one-time code, or with Apple or Google if you choose to continue with them: they confirm it's you and give us your email address (Apple can give a private relay address instead). Google also shares your name and profile picture: they're kept with your sign-in and not used in the app. We don't use passwords (except one test account we give app store reviewers). |
| Vehicle details you enter or look up (VIN or equipment serial number, year, make, model, trim, engine, drive type, nickname) | To organize your records and find parts that fit. |
| Your maintenance records: service dates, mileage, costs, who did the work, shop names, notes, parts used (brand, part number, quantity), maintenance items you track and your own intervals | This is the log you keep in the app. |
| Receipt photos you add | Stored privately with your records. Receipts can show names, addresses or partial card numbers; only you (and anyone you share a vehicle with) can see them. |
| Odometer readings you enter or confirm | To show your current mileage and when maintenance is due. |
| Fuel fill-ups you log (date, mileage, gallons, cost) | To show your fuel economy (MPG) and keep your mileage current. |
| Paperwork you add (registration, insurance, inspection and similar dates, company, notes) and photos of those cards or documents | To remind you before renewals and keep copies handy. These can show your name, address, plate or policy numbers; they're stored privately and only you (and anyone you share the vehicle with) can see them. |
| Photos you add for the app to read (a receipt or card photo added with Add photo in the + sheet, Log service, Log fill-up or Add paperwork; a photo of your VIN or an equipment nameplate when adding a vehicle; a photo of your odometer). Each photo added there is read; to keep a photo without it being read, add it while offline. | To fill in the form for you. The photo is sent to our photo-reading service, read by an AI model, and the details come back for you to check before anything is saved. Our reading service doesn't save the photo; it's stored only if you keep it with your record. The AI provider may keep it for up to 30 days for safety and abuse checks (longer only if it's flagged for abuse), then deletes it, and doesn't use it to train AI models. We count how many scans you use (the count and time only, not the photo or what it said). |
| To fix items and recall check marks you add (problems to watch with a reminder date; recalls you've checked off) | To show them on your vehicle and remind you when you asked. |
| Store link clicks: which store, which vehicle, and the item, part number or search you tapped (for example "Amazon, oil filter") | To know which parts links are useful. We don't see what you buy. |
| Invites to friends: your invite code, who joined with it, and your extra scans | To give you and your friend extra scans once they start using Solid Miles. We don't share who invited whom. |
We don't collect your location, contacts, advertising identifiers or browsing history, and we don't use tracking or advertising cookies.
What other people can see
- Nobody else can see your records unless you share a vehicle with someone (for example, a family member). Then they can see and log records for that vehicle only.
- "Parts other owners used": if you log a part number, it may be counted in suggestions shown to owners of the same year, make, model and engine (or with no engine given), as a brand, a part number and a count (for example "WIX 57356 — 3 owners"), once at least two owners have logged it. Nothing else from your records is shown, and never who you are.
Companies that help run Solid Miles
We use a small number of service providers. They process data only to provide their service to us, under contracts that require them to protect it:
- Cloud hosting for our database, sign-in and photo storage.
- Nightly backups: an encrypted copy of the database is saved every night with a dedicated backup storage provider, so your records survive even if our main host has a problem. Nightly database copies are kept for 90 days. A photo you remove is hidden right away from you and anyone you share the vehicle with; the file stays stored with your account (so Undo can bring it back) until you delete your account, and backup copies are removed 90 days after that.
- An AI photo-reading service: when you add a photo for the app to read (above), it is read by an AI model run by a third-party provider. The provider doesn't use it to train AI models, and may keep it for up to 30 days for safety and abuse checks (longer only if it's flagged for abuse) before deleting it.
- An email delivery service sends our emails: sign-in codes, maintenance and paperwork reminders (the vehicle, item and paperwork names that are due or running out, only while reminder emails are on; turn them off in Settings or with the link in any reminder) and sharing invites (to the address you enter, with your email and the vehicle name).
- Payments: a payment processor handles scan packs bought in the web app; in the iPhone and Android apps, Apple or Google takes the payment. We never see your card details. We keep a record of each purchase (the store's purchase number, what was bought and when) to add your scans and to handle refunds; that record is kept after you delete your account, without your account, so a purchase can't be used twice.
- A web font service: this website (not the app) loads its fonts from a font provider, which sees your device's IP address when a page loads.
- A U.S. government vehicle database: when you look up a VIN, the VIN is sent to get the vehicle's details; and about once a day the app asks for recalls on your vehicle's year, make and model. No other information is sent.
You can ask us for the names of these providers at any time.
Shopping links and commissions
Solid Miles shows links to stores such as Amazon and eBay. Some of those links may be affiliate links, which can earn us a commission at no extra cost to you (once Solid Miles is an Amazon Associate, it earns from qualifying purchases). When you tap a store link you leave Solid Miles, and that store's own privacy policy applies. We don't send stores your records or email address.
We never sell your data
We don't sell or rent your personal information, we don't share it for advertising, and there are no ads in the app.
How your data is protected
- All connections are encrypted (HTTPS).
- Access rules in the database make sure each account can only reach its own records.
- Receipt photos are stored in a private bucket, reachable only through short-lived private links.
- Backups are encrypted before they're stored.
Keeping, exporting and deleting your data
- Export: you can export all your records to Excel or PDF at any time, free.
- Removing records: "Remove" on a service or fill-up, and "Remove from garage" on a vehicle, keep it so it can be restored; it isn't deleted.
- Deleting a vehicle forever (remove it from your garage, then Settings → Past vehicles → Delete forever) permanently deletes that vehicle, its records, parts and photos. Copies in our encrypted backups are removed automatically within 90 days.
- Deleting your account permanently deletes your account, vehicles, records, parts and receipt photos. See how to delete your account. Copies in our encrypted backups are removed automatically within 90 days.
- Limit counters: the times of your photo scans, and the email addresses in invites you send or receive, are kept for up to 40 days, even after your account is deleted, so deleting and re-creating an account can't get around the limits. Then they're deleted.
- Invite bonus check: if you joined through a friend's invite and got extra scans, a one-way scrambled code made from your email address (not the address itself) is kept, so the same address can't earn the bonus twice.
- Signing out of the web app removes your records from that browser. The app tells you first when a copy has to stay: changes that haven't reached your account yet (they're sent when you sign in again), a vehicle no longer shared with you that only that browser still has (export or remove it first), changes your account didn't accept, an account that was deleted (export a copy first), or no connection to check with your account (sign in and out again when you're online).
- We keep your data while your account is active.
Children
Solid Miles isn't meant for children under 13, and we don't knowingly collect their information. If you think a child has given us information, contact us and we'll delete it.
Your rights
Depending on where you live (for example California or the EU), you may have rights to access, correct, export or delete your personal information. You can do most of this yourself in the app; for anything else, email [email protected] and we'll respond within 30 days.
Changes
If we change this policy, we'll update the date above, and we'll tell you in the app before any change that affects how your data is used.